HomeMy WebLinkAboutORDINANCE 6097113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Ordinance: 6097
File Number: 2018-0495
MCCi, LLC:
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND
AUTHORIZE THE PURCHASE OF ADDITIONAL LASERFICHE USER LICENSES AND MODULES,
ANNUAL SOFTWARE MAINTENANCE, AND FUTURE SOFTWARE AND SERVICE NEEDS
THROUGH THE END OF 2022 FROM MCCI, LLC IN AN AMOUNT NOT TO EXCEED $90,000.00
PLUS APPLICABLE TAXES
WHEREAS, on August 18, 2015, the City Council approved the purchase of a new enterprise resource
planning system from New World Systems Corporation which included a new document management
system called Laserfiche; and
WHEREAS, in 2016 the City Council approved the purchase of additional licenses, software modules, and
maintenance; and
WHEREAS, City staff are confident that continued use and expansion of the Laserfiche system will provide
significant improvements in document management and staff efficiency to justify the continued
investment in this software product; and
WHEREAS, Laserfiche does not sell licenses or software modules directly and requires all purchases
to be made through the original vendor which is MCCI, LLC, the largest vendor of Laserfiche to
government entities in the United States.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional
situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the
requirements of formal competitive bidding and authorizes the purchase of additional Laserfiche
Page 1 Printed on 1013/18
Ordinance: 6097
File Number.' 2018-0495
user licenses and modules, annual software maintenance, and future software and service needs through
the end of 2022 from MCCi, LLC in an amount not to exceed $90,000.00 plus applicable taxes.
PASSED and APPROVED on 10/2/2018
Attest:
Sondra E. Smith, City Clerk Treasurer
'''��l►llfll111j�'.I
�'(j 061• Y diSG�'�
FAYETTEVILLE"
AN`�� •' ���.
Page 2 Printed on 1013118
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2018-0495
Agenda Date: 10/2/2018 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Ordinance
Agenda Number: C. 2
MCCI, LLC:
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND
AUTHORIZE THE PURCHASE OF ADDITIONAL LASERFICHE USER LICENSES AND MODULES,
ANNUAL SOFTWARE MAINTENANCE, AND FUTURE SOFTWARE AND SERVICE NEEDS
THROUGH THE END OF 2022 FROM MCCI, LLC IN AN AMOUNT NOT TO EXCEED $90,000.00
PLUS APPLICABLE TAXES
WHEREAS, on August 18, 2015, the City Council approved the purchase of a new enterprise resource
planning system from New World Systems Corporation which included a new document management system
called Laserfiche; and
WHEREAS, in 2016 the City Council approved the purchase of additional licenses, software modules, and
maintenance; and
WHEREAS, City staff are confident that continued use and expansion of the Laserfiche system will provide
significant improvements in document management and staff efficiency to justify the continued investment in this
software product; and
WHEREAS, Laserfiche does not sell licenses or software modules directly and requires all purchases to be
made through the original vendor which is MCCI, LLC, the largest vendor of Laserfiche to government entities
in the United States.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional
situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the
requirements of formal competitive bidding and authorizes the purchase of additional Laserfiche user licenses
and modules, annual software maintenance, and future software and service needs through the end of 2022
from MCCI, LLC in an amount not to exceed $90,000.00 plus applicable taxes.
City of Fayetteville, Arkansas Page 1 Printed on 101312018
City of Fayetteville Staff Review Form
2018-0495
Legistar File ID
10/2/2018
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Keith Macedo 9/5/2018 Information Technology /
Chief of Staff
Submitted By Submitted Date Division / Department
Action Recommendation:
To approve an ordinance waiving the requirements of formal competitive bidding and approving purchases with
MCCi, LLC, for annual Laserfiche software maintenance, licenses, future software modules, and support through
fiscal year 2022.
Budget Impact:
4470.9470.5801.00 1010.170.1710.5416.00
Account Number
02094.1
Sales Tax Capital Improvements General
Fund
Fund
Document Management
Project Number
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost
Budget Adjustment Attached? NA Budget Adjustment
Remaining Budget
Previous Ordinance or Resolution # 145-15, 5855
Original Contract Number.
Comments:
Project Title
$ 448,853.00
$ 306,867.00
$ 54,318.85
$ 87,667.15
Approval Date:
V20140710
CITY OF
6 FAYETTEVILLE
ARKANSAS
TO: Mayor Lioneld Jordan and City Council
THRU: Don Marr, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: September 5, 2018
CITY COUNCIL MEMO
SUBJECT: To approve an ordinance waiving the requirements of formal competitive bidding
and approving purchases with MCCi, LLC, for annual Laserfiche software
maintenance, licenses, future software modules, and support through fiscal year
2022.
RECOMMENDATION:
Staff recommends an ordinance waiving the requirements of formal competitive bidding and
approving purchases with MCCi, LLC, for Laserfiche annual software maintenance, licenses,
future software modules, and support through fiscal year 2022.
BACKGROUND:
As part of the ERP project that was approved by City Council on August 18, 2015, the City
purchased a new document management system called Laserfiche. The initial implementation
of Laserfiche was primarily focused within the City Clerk, Finance, and Police departments.
Over the past several years the City has expanded the deployment of Laserfiche across the City
with a focus on fillable forms and automating the process of indexing and filing documents.
Laserfiche is an application that is not only an image archiving tool but provides document
management tools to automate document processes, workflow approval, routing of documents,
and automated archival of documents.
Laserfiche is sold through resellers and Fayetteville selected MCCi as their preferred Laserfiche
reseller during the ERP selection process. Laserfiche utilizes resellers as their extended product
support team and recommends developing partnerships with a reseller that specializes in
specific vertical markets. MCCi is currently the largest government reseller of Laserfiche in the
United States with a proven track record of supporting over 950 government agencies.
DISCUSSION:
The City currently owns ninety (90) Laserfiche full client licenses, eighty (80) Laserfiche Forms
licenses, and ninety (90) Laserfiche Connector licenses. The attached quote provides annual
software maintenance for existing Laserfiche licenses and holds future software maintenance
increases to a maximum increase of 2% per year through fiscal year 2022. The initial year of
maintenance will be $54,318.85, to provide support for our existing software modules and
licenses.
In addition to the attached annual software maintenance quotes, staff is requesting approval to
purchase additional software, associated software maintenance, and services from MCCi
through fiscal year 2022. Staff is requesting approval to spend up to $90,000 with MCCi to
support the City's ongoing Laserfiche projects through fiscal year 2022. The additional $90,000
Mailing Address:
113 W. Mountain Street www.fayetteville-angov
Fayetteville, AR 72701
is detailed within the approved 2018-2022 Document Imaging capital improvements project
(CIP), which provides funding for the expansion of Laserfiche. We are confident the expansion
of this software system provides significant improvements in document management and staff
efficiency to justify the continued investment in Laserfiche.
BUDGET/STAFF IMPACT:
As detailed in the attached quote Laserfiche annual maintenance for year one (1) will be
$54,318.85. Future years may increase due to the purchase of additional Laserfiche software
and modules with the total five (5) year cost estimated to be $217,275.40. The total cost of
additional software products, software maintenance, and services is estimated at $90,000.00
over the next 4 years, as detailed in the 2018-2022 Document Imaging CIP project. Funding is
allocated for the expansion of our document management and Laserfiche needs within the CIP
budget while software maintenance and services is funded within the General Fund Information
Technology operating budget.
Attachments:
Staff Review Form
Staff Review Memo
Sole Source Request
Quote
ESTIMATED CONTRACT AMOUNT* P -CARD / PO*
275000 0 P -Card =7 PO
RECOMMENDED SUPPLIER NAME*
MCCi
REASON(S) FOR REQUESTING A SOLE SOURCE PURCHASE*
rr, Original manufacturer or provider; no other local distributers exist.
r` Only local distributor for the original manufacturer or provider.
r, Parts or equipment not interchangeable with similar parts of another manufacturer.
0 Only known item or service matching the requested needs or performing the intended task.
C'; Sole provider of a licensed or patented good or service.
r"> Sole provider of items compatible with existing equipment, inventory, systems, programs, or services,
r, Sole provider of good or services established as a standard (Please provide evidence of such a standard).
r. Sole provider of factorylauthorized warranty service.
r Used item representing good value and advantage.
r. Time is of the essence and only one known source can meet the needs within the required timeframe.
(Lack of adequate advanced planning does not create an urgency that justifies sole source acquisition).
r` Alternate supplier for a similar product cannot be identified.
r. None of the above applies (Please attach at detailed explanation and justification for this sole source
request).
DETAILED EXPLANATION AND JUSTIFICATION*
Requesting a sole source approval to purchase annual software maintenance for Laserfiche electronic
document management software through the reseller MCCi. Laserfiche utilizes reseller's to sell and support
their software and the City selected MCCi as the City's Laserfiche support vendor as part of the New World
ERP purchase, per resolution 145-15. The City continues to leverage the features of Lasertiche to improve the
management of electronic documents which necessitates the software to be on an annual support contract.
MCCi has provided a quote for annual maintenance with a clause to limit price increases to a maximum of 2%
over a 5 year term. Staff will submit a Legistar item to request Council approval of the sole source request and
purchase of annual maintenance.
Explain why the or.A:uct a sei`vlce requ need Is the ohly uie tP i can satisfy your rr,quirernmts as wall as �ndhy afternativc3 arc: unaccep':at e.
P—e swr cifi(, in re-gards to ss)e„ricr tuns, Atac : addlitUial pagesif necessary.
REQUESTER*
REQUESTER EMAIL*
Keith Macedo keithmacedo@gmail.com
I hw eby certify that, to the best of ny c„r•,,: e;dgc>. tine atx vc• usti icafior: i:>
accurate and request tIN11 =: sr c sourer; b8 approve r� fix :he prxurerr; nt
of the a?x}ve reu,,,ested tern s or se, vices.
DEPARTM ENT* DATE *
INFORMATION TECHNOLOGY 9/4/2018
Please compete form in its entirety.
Contact Purchasing Department if you require assistance.
i 1CC1
PRICING PROPOSAL
PO Box 2235
Tallahassee, FL 32316
850.701.0725
850.564.7496 fax
Client Name: Fayetteville, AR
Complete and return to:
Finance@mccinnovations.com
Support Dates: 10/29/2018 - 10/28/2019
MCCi has summarized your current Laserfiche licensing below. This annual amount should remain in place for the subsequent years
unless the City of Fayetteville decides to add additional Laserfiche licenses or MCCi services; however, MCCi recommends The City of
Fayetteville budget for 2% increases annually to cover increases in cost, etc.
Product Description: Qty. Cost Total
ANNUAL SOFTWARE SUPPORT SUBSCRIPTION - BASIC LSAP
Q Rio Pilot - Records Management 50-99 Users 90 $193.20 $17,388.00
Includes Unlimited Laserfiche Servers, Records Management Edition, Workflow,
WebAccess (including the ShorePoint integration web parts and WebAccess
Licht). Advanced Audit Trail. Snnnshnt, and Fmnil
Q LF Scanconnect for Rio 10 -pack 1 $193.20 $193.20
0 LF Forms Professional 50-99 Users (10% Add-on to all Named Users)
90
$17.54
$1,578.15
Q LF Forms Rio Authenticated Participants (50-199 Users)
80
$29.40
$2,352.00
Q Rio LF Forms Portal *Allows Forms Portal to be activated on a Forms server.
2
$1,680.00
$3,360.00
Multiple licenses are needed if multiple activations are required. Allows form
submission only, from unlicensed (public) and non -authenticated users.
[.� Public Portal for 2 Laserfiche Servers
1
$10,500.00
$10,500.00
Includes WebLink-only unlimited retrieval connections per server.
Q Quick Fields Complete for Rio
1
$3,150.00
$3,150.00
Includes QF, Validation packages for Bar Code, RTL, Zone OCR, Doc Classification,
Forms Alignment Forms Identification, Forms Extractor, OMR, and Auto
Stamp/Redaction/antes Numberina
Q OF Agent for Rio
1
$2,100.00
$2,100.00
Laserfiche Connector 50-99 Users (5% Add-on to all Named Users)
90
$8.75
$787.50
Laserfiche Administration Services, Level 1 1 $8,910.00 $8,910.00
Laserfiche Administration Services needs are estimated based on the current
software components provided herein: up to 60 hours.
0 MCCi SLA 50-100 Laserfiche Users 1 $4,000.00 $4,000.00
Receive 4 hour or less response time and up to 10% off future professional
service engagements —full SLA document available upon request
Annual Support Total $54,318.85
For budgetary purposes, the Client should include $54,318.85 in annual budget
for renewal of the items quoted above. Please note that if you subscribe to
MCCi's SLA or Training Center, additional user licenses may increase the cost of
these items at the time of your next annual renewal.
Annual Support Total for Year 1 $54,318.85
Estimated Annual Support Total for Year 2-5 $217,275.40
All Quotes Expire in 30 Days
This completed form will constitute as an order and will be in accordance with the terms and conditions of the existing contract between MCCi and the Client.
Pricing is valid for 30 days from date appearing on this order. MCCi will invoice one hundred percent (100%) of the software and support upon delivery of software.
If services are included, the balance of the total project will be invoiced upon completion of the proposed professional services, which may be broken up based on
the completion date of specific services. Sales tax will be included where applicable. Payment will be due upon receipt of an invoice.
Note: MCCi will prorate the support of this additional software to be congruent with your current Laserfiche system's support (LSAP) dates, the purpose of which is
to align all software with one support date so maintenance of your account is made easy. MCCi will bill for the actual amount of support, which may be higher or
lower than quoted. To ensure you are budgeting correctly for future renewals, please add the amount listed in the budgetary note above to your current budgeted
renewal amount. Laserfiche software and help files are provided electronically. If hard copy manuals or software is desired, there is a $50 additional charge. This
will need to be requested.
This is NOT an invoice. Please use this confirmation to initiate your purchasing process.
E�EI\1 ED
NORTHWEST ARKANSAS "' o s'oIB
CGITY CLER S OFFICE
Democrat- : Oazette
AFFIDAVIT OF PUBLICATION
I Cathy Wiles, do solemnly swear that I am the Legal Clerk of the
Northwest Arkansas Democrat -Gazette, printed and published in
Washington County and Benton County, Arkansas, and of bona fide
circulation, that from my own personal knowledge and reference
to the files of said publication, the advertisement of:
CITY OF FAYETTEVILLE
Ord. 6097
Was inserted in the Regular Edition on:
October 11, 2018
Publication Charges: $ 119.60
&t1AA&
Cathy Wiles
Subscribed and sworn to before me
This 11, day of 6J, , 2018.
Notary PublicP
My Commission Expires: Z1/ i— I ZA
Comir.i ;inn'; 12703?20
Uv Ccninns�cn E�pu,�; Foto ?� 028
**NOTE**
Please do not pay from Affidavit.
Invoice will be sent.
Ordinance: 6097
File Number 2018-0495
MCCi, LLC:
AN ORDINANCE TO WAIVE THE
REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND AUTHORIZE
THE PURCHASE OF ADDITIONAL
LASERFICHE USER LICENSES AND
MODULES, ANNUAL SOFTWARE
MAINTENANCE, AND FUTURE
SOFTWARE AND SERVICE NEEDS
THROUGH THE END OF 2022 FROM MCC[,
LLC 1N AN AMOUNT NOT TO EXCEED
$90,000.00 PLUS APPLICABLE TAXES
WHEREAS, on August 18, 2015, the City
Council approved the purchase of a new
enterprise resource planning system from New
World Systems Corporation which included a
new document management system called
Lascrfichc; and
WHEREAS, in 2016 the City Council approved
the purchase oradditional licenses, software
modules, and maintenance; and
WHEREAS, City staff are confident that
continued use and expansion oflhe Laserfiche
system will provide significant improvements in
document management and stag efficiency to
justify the continued investment in this software
product; and
WHEREAS, Lascrfichc does not sell licenses or
software modules directly and requires all
purchases to be made through the original
vendor which is MCCi, LLC, the largest vendor
ofLascrfiche to government entities in the
United States.
NOW, THEREFORE, BE IT ORDAINED BY
THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section l: That the City Council of the City of
Fayetteville, Arkansas hereby determines an
exceptional situation exists in which competitive
bidding is deemed not feasible or practical and
therefore waives the requirements of formal
competitive bidding and authorizes the purchase
ofadditional Lascrtichc
user licenses and modules, annual software
maintenance, and future software and service
needs through the end of 2022 from MCCi, LLC
in an amount not to exceed $90,000.00 plus
applicable taxes.
PASSED and APPROVED on 10/2/2018
Approved: Attest:
Lioneld Jordan, Mayor
Sondra E. Smith,
City Clerk Treasurer
74706014 OcL 1 1.2018
MCCI Laserfiche forms Software
City of Fayetteville Staff Review Form
2022-0845
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Keith Macedo 9/6/2022 INFORMATION TECHNOLOGY (170)
Submitted By
Submitted Date
Action Recommendation:
Division / Department
Staff recommends authorizing the attached Laserfiche forms software quote and associated addendum with MCCI.
Budget Impact:
4470.170.8170-5209.00
Account Number
02094.1
Sales Tax Capital
Fund
Document Management
Project Number
Project Title
Budgeted Item? Yes
Current Budget
$ 11,777.00
Funds Obligated
$ -
Current Balance
! $ 11,777.00
E
Does item have a cost? Yes
Item Cost
$ 1,743.00
Budget Adjustment Attached? No
Budget Adjustment
$ -
Remaining Budget
$ 10,034.00
V20210527
Purchase Order Number:
Previous Ordinance or Resolution # 6097
Change Order Number:
Approval Date:
09/09/22
Original Contract Number:
Comments:
®CITY OF
FAYETTEVILLE
ARKANSAS
TO: Mayor Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: September 6, 2022
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached Laserfiche forms software quote and
associated addendum with MCCI.
RECOMMENDATION:
Staff recommends authorizing the attached Laserfiche forms software quote and associated
addendum with MCCI.
BACKGROUND:
City Council approved ordinance 6097 on August 18, 2015 to purchase Laserfiche licenses,
software support, and services through MCCI.
DISCUSSION:
City IT and Accounting staff recently completed a Laserfiche new travel and training form that
significantly improves how the City manages travel requests and travel reconciliations. IT and
Accounting are currently testing the form with several departments and plan to expand the form
to all departments by the end of 2023. The new travel and training form requires city staff to
have a Laserfiche Forms Authenticated Participant license to submit, approve, and process the
form. City IT staff estimates the need for 10 additional licenses to deploy the new form across
the city.
BUDGET/STAFF IMPACT:
The attached quote and addendum adds 10 Laserfiche Forms Authenticated Participant
licenses for a one-time cost of $1,400.00, prorated annual maintenance of $49 to co -term all
maintenance on the same date, and an annual maintenance increase of $294.00.
The one-time expense is budgeted within the IT Document Management CIP. Ongoing annual
maintenance will be funded from the IT software maintenance operating budget.
Attachments: Staff review form, Staff review memo, MCCI quote and addendum
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
Pursuant to Master Services Agreement No. 61243 ("Agreement"):
This Laserfiche Expansion Order, designated as Addendum No. 3 is entered into as of 09/09/2022 , ("Addendum Effective Date"), by and
between MCCi and Client and is hereby incorporated into the Agreement and made a part thereof. If there is any conflict between a provision of the
Agreement and this Addendum, the Agreement will control. Any capitalized terms not otherwise defined herein shall have the meaning set forth in
the Agreement. This Order supersedes any previous quote or proposals received.
IN WITNESS WHEREOF, the Parties hereto have caused this Addendum No. 3 to be executed by their respective duly authorized representatives as
of the Addendum Effective Date.
MCCi, LLC
E-SIOf1 D by ePharne Wood
Signed: on 20 8�j1aIGMT
Name: Stephanie Wood
Title: Director of Sales Operations
Date: September 02, 2022
CITY OF FAYETTEVI E ("Client"
Signe
Name:
lone rdan
Title: . Mayor
Date: 09/09/2022
Addendum No. 3 to Master Services Agreement No. 61243 Pagel of 6
PRICING: LASERFICHE EXPANSION
f. mcci
3717 Apalachee Parkway, Suite 201
Tallahassee, FL 32311
850.701.0725
850.564.7496 fax
Client Name: City of Fayetteville
Client Address: 113 West Mountain Street, Fayetteville, AR 72701
Quote Number: 24988
Order Type: Expansion
Product Description:
CONTENT SERVICES SOFTWARE LICENSING FOR RIO
0 Laserfiche Rio Forms Authenticated Participant (50-199 Users)
Laserfiche Software Subtotal
Bill /Ship to: Keith Macedo
kmacedoWayetteviIle-ar gov
cc AP Contact: kmacedo(afayetteville-ar gov
Quote Date: September 01, 2022
Qty. Unit Cost Total
10 $iG0.00 $1,400.00
$1, 400.00
GRAND TOTAL - ONE-TIME SOFTWARE � i
Product Description: Qty. Unit Cost Annual Total
LASERFICHE ANNUAL SOFTWARE SUPPORT - BASIC
Q Laserfiche Rio Forms Authenticated Participant (50-199 Users) C $29.40 $294.00
Laserfiche Annual Recurring Software Support Subtotal $294.00
GRAND TOTAL••• • $294.00
Laserfiche Recurring Annual Support Proration for 14 Months $49.00
TOTAL• $1,743.00
All Quotes Expire 30 Days from Quote Date
This is NOT an invoice. Please use this confirmation to initiate your purchasing process.
RECURRING SERVICES
The Recurring Services portion of this Order will be based on the pricing at the time of renewal. It will systematically
renew unless written notice of termination has been provided per the master agreement. In the event that a
manufacturer increases its prices for recurring annual services, the increase will be passed along to the Client. No
more than once per year, MCCi may adjust its recurring annual services (services not related to 3rd party
manufacturers) to coincide with current U.S. inflation rates; any increase will not exceed the cumulative increase in
the Consumer Price Index (CPI) occurring since the last price increase. Please note that if you subscribe to volume -
based solutions, additional user licenses may increase the cost of those items at the time of your next annual renewal.
SALES TAX
Sales tax will be invoiced where applicable and is not included in the fee quote above.
Addendum No. 3 to Master Services Agreement No. 61243 Page 2 of 6
PRODUCT ORDER TERMS
MCCi will process Product Orders as follows:
All Software, Recurring Annual Within 30 days of receipt of Order
j Support/Subscription, and
Supplemental Support Services
The act of MCCi processing orders determines the start date of annual Recurring Service periods. Establishment of
start dates for 3rd party manufacturer products are subject to each manufacturer's current policy.
BILLING TERMS
MCCi will invoice Client as follows:
MCCi shall not send any invoices nor claim payment for any fees or expenses incurred by MCCi until both parties
authorize this Order. Sales tax will be invoiced where applicable and is NOT included in the Pricing section.
Addendum No. 3 to Master Services Agreement No. 61243 Page 3 of 6
MCCi ASSUMPTIONS
TECHNICAL SUPPORT
Clients may contact MCCi support via MCCi's Online Support Center, email (sRporKa)mccinnovadons.com), or
telephone 866-942-0464. Support is available Monday through Friday (excluding major holidays) from 8 am to 8 pm
Eastern Time.
RETURN POLICY
Any product returns are subject to the manufacturer's return policy.
LIMITED LIABILITY
If the Master Agreement is silent on each Parties' limited liability, liability is limited to the amount of dollars received
by MCCi directly associated with this Order.
PRE-EXISTING INTELLECTUAL PROPERTY (IP)
The following products noted below are deemed Pre-existing IP as defined in the Master Agreement and are not
considered "Works Made for Hire" and as such all rights, title or interest remains with MCCi. Client shall retain, a non-
exclusive, royalty -free, world-wide, perpetual license to use the product(s) is such product(s) is integrated into the
solution purchased by Client.
■ Laserfiche PowerPack by MCCi
• Laserfiche EnerGov Integration by MCCi
■ Laserfiche Neogov Integration by MCCi
• GoFiche Suite for Avante/Rio/Subscription
• Common Web Service API for Laserfiche
CLIENT SOLUTION CUSTOMIZATIONS
Client may also choose to customize their system internally, without MCCi's help. MCCi is not responsible for any
damages caused by the user's customization of the system not performed by MCCL MCCi will not be held responsible
for correcting any problems that may occur from these customizations. Routine updates to as provided by software
manufacturers may affect any customizations made by entities other than MCCL If MCCi's help is required to
correct/update any customizations made by any entity other than MCCi, appropriate charges will apply.
CLIENT INFORMATION TECHNOLOGY ASSISTANCE
For MCCi to excel in providing the highest level of service, Client must provide timely access to technical resources.
Client must provide adequate technical support for all MCCi installation and support services. If Client does not have
"in-house" technical support, it is Client's responsibility to make available the appropriate Information Technology
resources/consultant when needed.
Addendum No. 3 to Master Services Agreement No. 61243 Page 4 of 6
LASERFICHE ASSUMPTIONS
The following assumptions are current as of the date of order. Manufacturers terms and conditions are subject to change.
LASERFICHE END USER LICENSE AGREEMENT (EULA)
By accepting this Order, Client acknowledges Laserfiche's EULA and agrees to abide by its terms and absolve MCCi of
any Laserfiche product -related liability.
LASERFICHE SOFTWARE SUPPORT PLAN
MCCi acts as first -tier support and works with Laserfiche, who would provide second -tier level support when needed.
Laserfiche software support plans are applicable to actively supported perpetual software and are bundled with on -
premises Subscription and Cloud systems. All software support plans are on a yearly subscription basis and
accompany the applicable software product designed, developed, created, written, owned, or licensed by Laserfiche.
On -premises Subscription and Cloud system subscribers are advised to export data from their Laserfiche system
prior to cancellation or any other termination.
ACTIVE LASERFICHE SOFTWARE SUPPORT PLAN BENEFITS INCLUDE:
N Easy remote access to MCCi's team of Laserfiche Gold Certified Support Technicians
Access to new product update versions and hotfixes
Software credit eligibility for product upgrades, as determined by Laserfiche's then current policy
Continued access to Client's Laserfiche solution*
* Specific to Laserfiche Cloud and Laserfiche on -premises Subscription licensed Clients
POLICIES
• To receive periodic product updates for a Laserfiche Software Solution, its associated software support plan must
be purchased and maintained throughout the software term.
• All software support plan subscriptions are annual, prepaid and non-refundable
• The annual term start date for new systems is established by Laserfiche at the time MCCi submits an order to
Laserfiche on Client's behalf.
• For platform upgrades, software and support credit eligibility is determined by Laserfiche's then current policy.
To receive any available software or support credit, Client's support plan must be active (i.e., support plan has not
expired)
• For expansion purchases, the applicable service period is prorated to match Client's existing or future service
period, which is dependent on Laserfiche's then current policy and the timing of the expansion order vs. the
Client's annual service period renewal date (i.e., prorating for less than four months may not be permittable due
to the timing of renewal invoicing.)
LATE PAYMENTS
If payment is not received before Client's renewal date, Client's Laserfiche software support plan expires. Please
allow up to five (5) business days after receipt of payment for MCCi to process renewal payment to Laserfiche.
• Impact of Expiration:
• Client will be able to access MCCi Support Technicians for 30 days post expiration. However, if there are support
issues that require Laserfiche involvement, these issues cannot be resolved until Client's support is renewed.
Perpetual software support plan: Access to the Laserfiche support website and Laserfiche technicians will no
longer be available until MCCi receives Client's renewal payment and processes payment to Laserfiche.
• Laserfiche on -premises Subscription or Laserfiche Cloud: Access to Client's Laserfiche solution will be turned off
after 30 days and Client's access to the Laserfiche support website, and Laserfiche technicians will no longer be
Addendum No. 3 to Master Services Agreement No. 61243 Page 5 of 6
available until MCCi receives Client's renewal payment and processes payment to Laserfiche. Laserfiche on -
premises Subscription Clients must reactivate the on -premises Subscription system following payment of the
software support plan renewal to ensure uninterrupted usage.
Reinstatement Fees: In order to receive uninterrupted support for perpetual on -premises Laserfiche Software
Solutions, Client must maintain a software support plan for the term of the Laserfiche Software Solution. In the
event that Client's software support plan is expired for more than 45 days, the plan will need to be reinstated.
Reinstatements reset the annual date of the software support plan, and the cost includes one year of the software
support plan in addition to the Reinstatement Fee. The Reinstatement Fee is a 10% markup on the lapsed value
of the software support plan. The Reinstatement Fee includes the number of days lapsed since your software
support plan expired.
INTEGRATIONS
Third -party Laserfiche integrations or utilities may consume one (1) or more Laserfiche user licenses depending on
how the vendor designed and coded the integration. These additional licensing needs should be verified by Client
and considered in the user licensing purchased.
LASERFICHE SOLUTION PROVIDER OF RECORD
As Client's current Solution Provider of Record, Laserfiche's policy dictates that MCCi is the only Laserfiche Solution
Provider that has access to Client's support account, along with the ability to download software licenses and
activations, process subscription renewals and initiate additional purchases on Client's behalf. Unless Client decides
to cancel Client's contract with MCCi or work with Laserfiche to formally change Client's Laserfiche Solution Provider
of Record, future purchases and subscription renewals will be processed and provided by MCCi.
LASERFICHE RIO SHARED SERVICES PROVISIONS
The Host Entity is the owner of the Laserfiche licensing and is registered as such with MCCi and Laserfiche corporate.
For Laserfiche corporate licensing rules, there can only be one licensed entity per Laserfiche Rio platform. Licensing
is non-transferrable. Additionally, the Host Entity is responsible for cost allocation among the other entities that are
utilizing its Laserfiche Rio Platform and for being the main point of contact for support provided through MCCL The
account can only be renewed once all entities have paid for the full LSAP.
Addendum No. 3 to Master Services Agreement No. 61243 Page 6 of 6
MCCI Software Quote
City of Fayetteville Staff Review Form
2022-1174
Legistar File ID
N/A
City Council Meeting Date-Agenda Item Only
N/A for Non-Agenda Item
Keith Macedo 12/6/2022 INFORMATION TECHNOLOGY(170)
Submitted By Submitted Date Division/Department
Action Recommendation:
Staff recommends authorizing the attached Laserfiche forms software quote and associated addendum with MCCI
to support Police Records staff.
Budget Impact:
4470.170.8170-5209.00 Sales Tax Capital
Account Number Fund
02094.1 Document Management
Project Number Project Title
Budgeted Item? Yes Current Budget $ 24,914.02
Funds Obligated $ -
Current Balance 4 24,914.02J
Does item have a cost? Yes Item Cost $ 11,999.53
Budget Adjustment Attached? No Budget Adjustment $ -
Remaining Budget 1y
V20210527
Purchase Order Number: Previous Ordinance or Resolution# 6097
Change Order Number: Approval Date: 12/09/2022
Original Contract Number:
Comments:
CITY OF
FAYETTEVILLE STAFF MEMO
%Pr
ARKANSAS
TO: Mayor Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: December 7, 2022
SUBJECT: Staff recommends authorizing the attached Laserfiche forms software quote and
associated addendum with MCCI.
RECOMMENDATION:
Staff recommends authorizing the attached Laserfiche forms software quote and associated
addendum with MCCI to support Police Records staff document imaging needs.
BACKGROUND:
City Council approved ordinance 6097 on August 18, 2015 to purchase Laserfiche licenses,
software support, and services through MCCI.
DISCUSSION:
City IT and Police staff have recently completed several new Laserfiche forms and are working
on several new Laserfiche projects to improve the efficiency of managing Police documents.
Police Records staff is currently using the non-licensed browser version of Laserfiche but
require a full license of Laserfiche to take advantage of the full indexing and searching
capabilities of Laserfiche. City IT staff estimates the need for 10 additional licenses to provide
Police Records staff the appropriate Laserfiche licenses to support the new forms and future
document management projects. deploy the new form across the city.
BUDGET/STAFF IMPACT:
The attached quote and addendum adds 10 Laserfiche licenses for a one-time cost of
$10,062.50, annual maintenance of$2,113.13, and a prorated maintenance discount of$176.03
to co-term all maintenance on the same date. The one-time expense is budgeted within the IT
Document Management Sales Tax Capital CIP. Ongoing annual maintenance will be funded
from the IT software maintenance operating budget.
Attachments: Staff review form, Staff review memo, MCCi quote and addendum
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
ADDENDUM NO.4 TO MASTER SERVICES AGREEMENT NO. 61243
LASERFICHE RIO EXPANSION ORDER
Pursuant to Master Services Agreement No.61243("Agreement'):
This Laserfiche Rio Expansion Order,designated as Addendum No.4 is entered into as of December 9th("Addendum Effective Date"),by and
between MCCi and Client and is hereby incorporated into the Agreement and made a part thereof.If there is any conflict between a provision of the
Agreement and this Addendum,the Agreement will control.Any capitalized terms not otherwise defined herein shall have the meaning set forth in
the Agreement.This Order supersedes any previous quote or proposals received.
IN WITNESS WHEREOF,the Parties hereto have caused this Addendum No.4 to be executed by their respective duly authorized representatives as
of the Addendum Effective Date.
MCCi,LLC CITY OF FAY TEVILLE("Cli ')
E-SIGNED by Stephanie Wood
Signed: on 2022-12-06 21 05'38 GMT Signe .
Stephanie Wood Lioneld an
Name: Name:
Director of Sales Operations Mayor
Title: Title:
Date: December 06, 2022 Date: 12/09/2022
Addendum No.4 to Master Services Agreement No. 61243 Page 1 of 7
PRICING: LASERFICHE
mCCi
3717 Apalachee Parkway, Suite 201 Bill/Ship to: Keith Macedo
Tallahassee, FL 32311 kmacedo@fayetteville-ar.gov
850.701.0725 cc AP Contact: kmacedo@fayetteville-ar.gov
850.564.7496 fax
Client Name: City of Fayetteville Quote Date: November 30, 2022
Client Address: 113 West Mountain Street, Fayetteville,AR 72701
Quote Number: 25823
Order Type: Expansion
Product Description: Qty. Unit Cost Total
CONTENT SERVICES SOFTWARE LICENSING FOR RIO
Q Laserfiche Rio Records Management Edition Named Full User(100-199 10 $885.50 $8,855.00
Users)
• Laserfiche Rio Forms Professional (100-199 Users) 10 $80.50 $805.00
• Laserfiche Rio Connector(100-199 Users) 10 $40.25 $402.50
Laserfiche Software Subtotal $10,062.50
GRAND TOTAL-ONE-TIME SOFTWARE $10,062.50
Product Description: Qty. Unit Cost Annual Total
LASERFICHE ANNUAL SOFTWARE SUPPORT- BASIC
• Laserfiche Rio Records Management Edition Named Full User(100-199 10 $185.96 $1,859.55
Users)
• Laserfiche Rio Forms Professional(100-199 Users) 10 $16.91 $169.05
• Laserfiche Rio Connector(100-199 Users) 10 $8.45 $84.53
Laserfiche Annual Recurring Software Support Subtotal $2,113.13
GRAND TOTAL-RECURRING ANNUAL SUPPORT/SUBSCRIPTION $2,113.13
▪ Laserfiche Recurring Annual Support Proration for 11 Months 1 ($176.09)
TOTAL LASERFICHE COST $11,999.53
All Quotes Expire 30 Days from Quote Date
This is NOT an invoice. Please use this confirmation to initiate your purchasing process.
Addendum No.4 to Master Services Agreement No. 61243 Page 2 of 7
RECURRING SERVICES
The Recurring Services portion of this Order will be based on the pricing at the time of renewal. It will systematically
renew unless written notice of termination has been provided per the master agreement. In the event that a
manufacturer increases its prices for recurring annual services, the increase will be passed along to the Client. No
more than once per year, MCCi may adjust its recurring annual services (services not related to 3rd party
manufacturers) to coincide with current U.S. inflation rates; any increase will not exceed the cumulative increase in
the Consumer Price Index (CPI) occurring since the last price increase. Please note that if you subscribe to volume-
based solutions,additional user licenses may increase the cost of those items at the time of your next annual renewal.
SALES TAX
Sales tax will be invoiced where applicable and is not included in the fee quote above.
Addendum No.4 to Master Services Agreement No. 61243 Page 3 of 7
PRODUCT ORDER TERMS
MCCi will process Product Orders as follows:
Product/Service Description Timing of Product Order
All Software, Recurring Annual Within 30 days of receipt of Order
Support/Subscription, and
Supplemental Support Services
The act of MCCi processing orders determines the start date of annual Recurring Service periods. Establishment of
start dates for 3rd party manufacturer products are subject to each manufacturer's current policy.
BILLING TERMS
MCCi will invoice Client as follows:
Product/Service Description Timing of Billing
All Software, Recurring Annual Initial Sale: Upon delivery of software or activation of the subscription
Support/Subscription, and Annual Renewal 75 days in advance of expiration date
Supplemental Support Services
MCCi shall not send any invoices nor claim payment for any fees or expenses incurred by MCCi until both parties
authorize this Order. Sales tax will be invoiced where applicable and is NOT included in the Pricing section.
Addendum No. 4 to Master Services Agreement No. 61243 Page 4 of 7
MCCi ASSUMPTIONS
TECHNICAL SUPPORT
Clients may contact MCCi support via MCCi's Online Support Center, email (support@mccinnovations.com), or
telephone 866-942-0464. Support is available Monday through Friday(excluding major holidays)from 8 am to 8 pm
Eastern Time.
RETURN POLICY
Any product returns are subject to the manufacturer's return policy.
LIMITED LIABILITY
If the Master Agreement is silent on each Parties' limited liability, liability is limited to the amount of dollars received
by MCCi directly associated with this Order.
PRE-EXISTING INTELLECTUAL PROPERTY (IP)
The following products noted below are deemed Pre-existing IP as defined in the Master Agreement and are not
considered"Works Made for Hire"and as such all rights,title or interest remains with MCCi. Client shall retain,a non-
exclusive, royalty-free, world-wide, perpetual license to use the product(s) is such product(s) is integrated into the
solution purchased by Client.
Laserfiche PowerPack by MCCi
Laserfiche EnerGov Integration by MCCi
Laserfiche Neogov Integration by MCCi
GoFiche Suite for Avante/Rio/Subscription
Common Web Service API for Laserfiche
CLIENT SOLUTION CUSTOMIZATIONS
Client may also choose to customize their system internally, without MCCi's help. MCCi is not responsible for any
damages caused by the user's customization of the system not performed by MCCi. MCCi will not be held responsible
for correcting any problems that may occur from these customizations. Routine updates to as provided by software
manufacturers may affect any customizations made by entities other than MCCi. If MCCi's help is required to
correct/update any customizations made by any entity other than MCCi, appropriate charges will apply.
CLIENT INFORMATION TECHNOLOGY ASSISTANCE
For MCCi to excel in providing the highest level of service, Client must provide timely access to technical resources.
Client must provide adequate technical support for all MCCi installation and support services. If Client does not have
"in-house" technical support, it is Client's responsibility to make available the appropriate Information Technology
resources/consultant when needed.
Addendum No.4 to Master Services Agreement No. 61243 Page 5 of 7
LASERFICHE ASSUMPTIONS
The following assumptions are current as of the date of order. Manufacturer's terms and conditions are subject to
change.
LASERFICHE END USER LICENSE AGREEMENT (EULA)
By accepting this Order, Client acknowledges Laserfiche's EULA and agrees to abide by its terms and absolve MCCi of
any Laserfiche product-related liability.
LASERFICHE SOFTWARE SUPPORT PLAN
MCCi acts as first-tier support and works with Laserfiche,who would provide second-tier level support when needed.
Laserfiche software support plans are applicable to actively supported perpetual software and are bundled with on-
premises Subscription and Cloud systems. All software support plans are on a yearly subscription basis and
accompany the applicable software product designed, developed, created, written, owned, or licensed by Laserfiche.
On-premises Subscription and Cloud system subscribers are advised to export data from their Laserfiche system
prior to cancellation or any other termination.
ACTIVE LASERFICHE SOFTWARE SUPPORT PLAN BENEFITS INCLUDE:
Easy remote access to MCCi's team of Laserfiche Gold Certified Support Technicians
Access to new product update versions and hotfixes
Software credit eligibility for product upgrades, as determined by Laserfiche's then current policy
Continued access to Client's Laserfiche solution*
*Specific to Laserfiche Cloud and Laserfiche on-premises Subscription licensed Clients
POLICIES
To receive periodic product updates for a Laserfiche Software Solution, its associated software support plan must
be purchased and maintained throughout the software term.
All software support plan subscriptions are annual, prepaid and non-refundable
The annual term start date for new systems is established by Laserfiche at the time MCCi submits an order to
Laserfiche on Client's behalf.
For platform upgrades, software and support credit eligibility is determined by Laserfiche's then current policy.
To receive any available software or support credit, Client's support plan must be active(i.e.,support plan has not
expired)
For expansion purchases, the applicable service period is prorated to match Client's existing or future service
period, which is dependent on Laserfiche's then current policy and the timing of the expansion order vs. the
Client's annual service period renewal date (i.e., prorating for less than four months may not be permittable due
to the timing of renewal invoicing.)
LATE PAYMENTS
If payment is not received before Client's renewal date, Client's Laserfiche software support plan expires. Please
allow up to five(5) business days after receipt of payment for MCCi to process renewal payment to Laserfiche.
Impact of Expiration:
Client will be able to access MCCi Support Technicians for 30 days post expiration. However, if there are support
issues that require Laserfiche involvement,these issues cannot be resolved until Client's support is renewed.
Perpetual software support plan: Access to the Laserfiche support website and Laserfiche technicians will no
longer be available until MCCi receives Client's renewal payment and processes payment to Laserfiche.
Addendum No.4 to Master Services Agreement No. 61243 Page 6 of 7
Laserfiche on-premises Subscription or Laserfiche Cloud: Access to Client's Laserfiche solution will be turned off
after 30 days and Client's access to the Laserfiche support website, and Laserfiche technicians will no longer be
available until MCCi receives Client's renewal payment and processes payment to Laserfiche. Laserfiche on-
premises Subscription Clients must reactivate the on-premises Subscription system following payment of the
software support plan renewal to ensure uninterrupted usage.
Reinstatement Fees: In order to receive uninterrupted support for perpetual on-premises Laserfiche Software
Solutions, Client must maintain a software support plan for the term of the Laserfiche Software Solution. In the
event that Client's software support plan is expired for more than 45 days, the plan will need to be reinstated.
Reinstatements reset the annual date of the software support plan,and the cost includes one year of the software
support plan in addition to the Reinstatement Fee. The Reinstatement Fee is a 10% markup on the lapsed value
of the software support plan. The Reinstatement Fee includes the number of days lapsed since your software
support plan expired.
INTEGRATIONS
Third-party Laserfiche integrations or utilities may consume one (1) or more Laserfiche user licenses depending on
how the vendor designed and coded the integration. These additional licensing needs should be verified by Client
and considered in the user licensing purchased.
LASERFICHE SOLUTION PROVIDER OF RECORD
As Client's current Solution Provider of Record, Laserfiche's policy dictates that MCCi is the only Laserfiche Solution
Provider that has access to Client's support account, along with the ability to download software licenses and
activations, process subscription renewals and initiate additional purchases on Client's behalf. Unless Client decides
to cancel Client's contract with MCCi or work with Laserfiche to formally change Client's Laserfiche Solution Provider
of Record,future purchases and subscription renewals will be processed and provided by MCCi.
LASERFICHE RIO SHARED SERVICES PROVISIONS
The Host Entity is the owner of the Laserfiche licensing and is registered as such with MCCi and Laserfiche corporate.
For Laserfiche corporate licensing rules, there can only be one licensed entity per Laserfiche Rio platform. Licensing
is non-transferrable.Additionally, the Host Entity is responsible for cost allocation among the other entities that are
utilizing its Laserfiche Rio Platform and for being the main point of contact for support provided through MCCi. The
account can only be renewed once all entities have paid for the full LSAP.
Addendum No.4 to Master Services Agreement No. 61243 Page 7 of 7
4/21/2023
Submitted Date
Yes
72,658.95$
15,362.50$
Must Attach Completed Budget Adjustment!
V20210527
Budgeted Item?
Does item have a cost?
Budget Adjustment Attached?
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
77,851.00$
5,192.05$
Yes
No ‐$
57,296.45$
02094.1
Project Number
Budget Impact:
Document Management
Fund
Sales Tax Capital4470.170.8170‐5209.00
Account Number
Project Title
City of Fayetteville Staff Review Form
2023‐0502
Legistar File ID
N/A
City Council Meeting Date ‐ Agenda Item Only
Staff recommends authorizing the attached the attached OneSpan digital signature implementation quote and
associated addendum with MCCI to support digital signatures
N/A for Non‐Agenda Item
Action Recommendation:
Submitted By
Keith Macedo INFORMATION TECHNOLOGY (170)
Division / Department
Comments:
Purchase Order Number:
Change Order Number:
Previous Ordinance or Resolution #6097
Approval Date:
Original Contract Number:
OneSpan Digital Signature Quote
with MCCI
04/26/2023
TO: Mayor Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: April 21, 2023
SUBJECT: Staff recommends authorizing the attached the attached OneSpan digital
signature implementation quote and associated addendum with MCCI to support
digital signatures
RECOMMENDATION:
Staff recommends authorizing the attached OneSpan digital signature implementation quote
and associated addendum with MCCI to support digital signatures.
BACKGROUND:
City Council approved ordinance 6097 on August 18, 2015 to purchase Laserfiche licenses,
software support, and services through MCCI.
DISCUSSION:
City IT, Police, Public Works, Development Services and the Mayor’s office staff have recently
developed a new external form to request landowner permission to access their property for
trash removal. The new form was developed by the City Attorneys’ office and requires the
landowner to sign the document. To improve the efficiency of the management of the document
staff developed a new form that will allow landowners to digitally sign the document. The initial
setup is to install and configure OneSpan which will allow IT to add a digital signature to the
existing Laserfiche permission form. The initial project cost is significant but will lay the
foundation for future projects which require external signatures by enabling digital signatures
with OneSpan.
BUDGET/STAFF IMPACT:
The attached quote and addendum adds OneSpan digital signature capability to Laserfiche and
provides implementation services. The majority of the cost are one-time expenses in the amount
of $12,352.50 with ongoing annual maintenance estimated at $3,010 per year. The expense will
be offset by the lack of manual document processing by staff and reducing the need to mail
documents for signatures.
Attachments: Staff review form, Staff review memo, MCCi quote and addendum
OneSpan Implementation Addendum with MCCI
City of Fayetteville Staff Review Form
2023-1028
Item ID
N/A
City Council Meeting Date-Agenda Item Only
N/A for Non-Agenda Item
Keith Macedo 9/27/2023 INFORMATION TECHNOLOGY (170)
Submitted By Submitted Date Division/Department
Action Recommendation:
Staff recommends authorizing the attached OneSpan digital signature implementation addendum with MCCI to
support digital signatures.
Budget Impact:
4470.170.8170-5209.00 Sale Tax Capital
Account Number Fund
02094.1 Document Management
Project Number Project Title
Budgeted Item? Yes Total Amended Budget $ 52,510.00
Expenses (Actual+Encum) $ 20,554.55
Available Budget 31,955.45
Does item have a direct cost? Yes Item Cost $ 1,852.87
Is a Budget Adjustment attached? No Budget Adjustment $ -
Remaining Budget 30,102.58
V20221130
Purchase Order Number: Previous Ordinance or Resolution#
Change Order Number: Approval Date: 10/02/2023
Original Contract Number:
Comments:
CITY OF
FAYETTEVILLE STAFF MEMO
11101b-11: "
pr ARKANSAS
TO: Mayor Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: September 21, 2023
SUBJECT: Staff recommends authorizing the attached OneSpan digital signature
implementation addendum, with MCCI, to support digital signatures
RECOMMENDATION:
Staff recommends authorizing the attached OneSpan digital signature implementation
addendum with MCCI to support digital signatures.
BACKGROUND:
City Council approved ordinance 6097 on August 18, 2015 to purchase Laserfiche licenses,
software support, and services through MCCI. The Mayor signed an order on April 26, 2023 to
implement OneSpan digital signatures with MCCi, but the order included unattended remote
installation. The City's IT does not support unattended access to City servers. Once City IT staff
was notified the installation of OneSpan was going to be unattended, IT requested a quote to
provide attended installation. Attended installation requires an IT staff member to actively
monitor the installation process. The attached addendum converts the installation of OneSpan
from unattended to attended installation, for an additional $1852.87 in installation service cost.
DISCUSSION:
City IT, Police, Public Works, Development Services and the Mayor's office staff have recently
developed a new external form to request landowner permission to access their property for
trash removal. The new form was developed by the City Attorneys' office and requires the
landowner to sign the document. To improve the efficiency of the management of the document
staff developed a new form that will allow landowners to digitally sign the document. The initial
setup is to install and configure OneSpan. which will allow IT to add a digital signature to the
existing Laserfiche permission form. The initial project cost is significant but will lay the
foundation for future projects which require external signatures by enabling digital signatures
with OneSpan.
BUDGET/STAFF IMPACT:
The attached quote and addendum converts the installation of OneSpan from unattended to
attended installation, for an additional $1852.87 in installation service cost. The current MCCi
OneSpan agreement already has a PO issued and the funds encumbered, a PO change order
request will be made to reflect the additional $1852.87 expense. Funding is available within the
IT Document Imaging CIP.
Attachments: Staff review form, Staff review memo, MCCi quote and addendum
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
CHANGE ORDER NUMBER 01
TO ADDENDUM NO.7 TO MASTER SERVICES AGREEMENT NO.61243
This is Change Order Number 01 ("CO")to Addendum No.7("Order") dated 4/26/2023 by and between MCCi, LLC
("MCCi")and the City of Fayetteville("Client")subject to the terms of the Master Services Agreement No.
61243 ("Master Legal Agreement"). MCCi and Client may be referred to individually as a"Party"or collectively as the
"Parties." Capitalized terms used and not otherwise defined herein shall have the meaning ascribed to them in
the Master Legal Agreement or the Order.
The Parties desire to amend the Order as follows:
Order Document Summary Financial
Date Title Impact
4/26/2023 Addendum MCCi Service Packages $12,352.50
No.7
8/8/2023 Change Add Attended Infrastructure Access Package $4,117.50
Order 01 ATTENDED INFRASTRUCTURE ACCESS
MCCi's Attended Infrastructure Access is a service for Clients that are unable to grant the
MCCi team unattended access to the project infrastructure being utilized.This package
is necessary in the case that attended access is required due to, but not limited to,the
following:
Navigating Client availability and rescheduling,MCCi staff schedules,and time
zone conflicts
Limitation of remote access functions
In session issues that arise
Limited screen space
Client questions and interaction during attended sessions
CLIENT DELIVERABLES:
Provide enough attended access availability to accommodate the MCCI project
team scheduling requests
Adhere to agreed-upon scheduling for attended sessions
Be available during entire attended session in case of issues with host machine,
etc.
EXCLUSIONS
Recording attended sessions
Training
ASSUMPTIONS
MCCi will have hardware input control
Failure to abide by scheduling needs can result in a negative impact to the project
timeline
Client will have all needed credentials ready and available during attended
sessions
Service Level Agreement Client Discount -$411.75
One-Time Services Discount -$1,852.88
Cumulative Totals $14,205.37
All other terms to the Order remain unchanged.
':. mcci I Change Order Page 1 of 2
IN WITNESS WHEREOF,the parties have caused this CO to be signed by their respective duly authorized
representatives as of the date last written below:
MCCi, LLC CITY OF AYETTEVILLE
-SIGNED a Haddock
By: ° C. By:
Sarah Haddock Lione Jo an
Name: Name:
Director of Sales Operations Mayo
Title: Title:
Date: September 05, 2023 Date: 10/02/2023
',mcci I Change Order Page 2 of 2
